Why Your Organization Needs a Recruiting Management System

Applicant shaking hands with an employee

Recruiting is a major area of concern for organizations. In fact, the “Great Resignation” (and by extension, recruitment and retention) have been some of the most prominent workforce issues for behavioral health organizations in 2022. But this presents both a challenge and opportunity for organizations. While the talent pool is widening with more active job seekers and passive candidates open to a job change, companies must act fast to properly identify, attract, and hire these workers. In other words, organizations must update and streamline their recruiting process. 

Too many businesses and nonprofits still use slow and outdated methods that can put off top-tier applicants. Fortunately, there are solutions. Let’s explore how the right recruiting management system (RMS) can help your company better source and hire top candidates.

Managing the Full Recruiting Cycle

Recruiting management system: employees having a meeting

There’s a lot that goes into recruiting — and it starts well before a job opening is even posted. Here are the six key steps in the recruiting cycle and how a recruiting management system can help you streamline the process.

Analyzing Vacancies

The very first step in the recruiting cycle is reviewing vacancies and deciding which positions will be filled. While filling all open positions would be ideal, there are times when budgetary constraints will require you to be more strategic in deciding which positions to fill and when. This is particularly true for industries like behavioral health and human services where budgets are often stretched fairly thin.

A tool such as ContinuumCloud’s Position Control can help you obtain a clearer view of your vacancies, budget, and staffing needs to decide which opening to prioritize for hiring. It can help organizations compare budgeted vs. actual labor costs to prevent over-hiring issues, and ensures positions are approved to fill before they’re posted.

Posting the Opening

Once a position has been approved to be filled, the job can be posted. A recruiting management system with Position Control functionality makes it easy to post. Attributes such as salary range, licensing, and job description that have already been defined in the system can be used to automatically configure a job posting and push it out to job boards, social media, and your company website.

Reviewing Applicants 

Once the job opening has been posted, the hiring team will likely want to review applications on a rolling basis so that the workload of reviewing applicants does not pile up too much. If the job was posted with an RMS, recruiters and hiring managers will be able to review and rate applicants, leave notes, and track their progress through the configured recruiting funnel. Multiple ratings create a composite score and assessments may be sent out and recorded within the system. 

Conducting Interviews

Recruiting management system: employee interviewing an applicant

Once the human resources or hiring team has identified the top candidates, it’s time to schedule interviews. The interview is crucial as it provides decision makers with an opportunity to learn more about the candidate, assess their interpersonal skills, and answer any questions that the candidate may have about the company or role.

Scheduling interviews and recording post-interview notes or feedback can get a bit jumbled without a central tool such as a recruiting management system. Moreover, replies can easily get overlooked if they’re all going to a recruiter’s email inbox. 

However, using an RMS to schedule interviews is helpful as it attaches candidate communications to the candidate profile and can help recruiters keep track of responses and scheduled times. The RMS also provides all the information that the hiring team may want to have on hand during the interview.

Making an Offer 

After interviews have been completed, it’s time to come to a hiring decision and extend an offer. Avoid delaying this process too much as candidates may lose interest and accept another offer if employers wait too long to make a decision. In a survey by career site Zety, 55% of candidates believe that it should take one to two weeks from the first interview to receiving a job offer. This means that organizations should move fairly quickly after concluding interviews. 

Deciding which candidate to hire can be challenging, but creating the offer letter itself is quite easy with a good recruiting management system. With ContinuumCloud, the position details and candidate information can be automatically populated into the template. The HR team can then review the offer letter, make any necessary adjustments, and send it to the candidate. 

The recruiting system’s offer letter templates make it easy to quickly send out an offer as soon as a hiring decision has been made.

Onboarding the New Hire

Onboarding is an important yet cumbersome process. There’s a lot of administrative work that goes into onboarding a new employee. Their information needs to be entered into your systems and a large amount of paperwork must be completed. 

Organizations that use a unified human capital management (HCM) platform as their recruiting tool can port over candidate data into their HR software upon hire. ContinuumCloud’s all-in-one HCM also lets you manage payroll, benefits administration, and timekeeping so you can save time by eliminating the need for duplicate data entry. This also promotes a better employee experience as setting up and learning a bunch of new platforms during onboarding can feel overwhelming and confusing for new hires.

Why Organizations Need a Recruiting Management System

Recruiting management system: team discussing a plan

Recruiting and onboarding is a multi-step process that often involves a number of employees and decision-makers. Some organizations end up with recruiting data stored in different spreadsheets, job board accounts, communication platforms (such as LinkedIn messaging, email, etc.), and a separate applicant tracking system. If an organization is trying to keep track of candidate data across a bunch of different systems, it’s going to become a disorganized process and the candidate experience will suffer. 

An all-in-one HCM platform with built-in recruiting management tools is the best choice for keeping everything (and everyone) organized. With candidate profiles, resumes, assessments, and candidate communications all in a centralized HR platform, your recruiting team can easily access everything they need to move candidates through the hiring process efficiently.

Streamline Recruiting With ContinuumCloud

The recruiting process can be costly and time-consuming, but with the right recruiting system it can be an efficient process that keeps you within budget. ContinuumCloud specifically caters to behavioral health and human services organizations so you can streamline your recruiting management to reach, identify, and onboard top talent.

The platform also includes reporting tools that provide hiring teams with detailed data on important talent acquisition metrics. Human resources team members and leadership can review the average time to fill, top applicant sources, and other key recruiting metrics.

Get in touch to learn more about ContinuumCloud’s HCM solution and see how you can streamline your recruiting and hiring process today.

Previous Resource
The Benefits of a Unified Human Resource Management System
The Benefits of a Unified Human Resource Management System

Find out how a human resource management system can simplify common HR processes for behavioral health orga...

Next Resource
Improve HR Efficiency With an Applicant Tracking System
Improve HR Efficiency With an Applicant Tracking System

Learn how an applicant tracking system (ATS) can improve the candidate experience and optimize recruiting s...